THE PURCHASING DIVISION AND THE LIBRARIES DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
This item supports the Broward County Board of County Commissioners value of cultivating community culture, arts, recreation and life-long learning, and associated goals to provide diverse artistic, cultural, educational, and historical amenities and programs that contribute to a vibrant, multi-cultural and economically-viable community, including an annual signature event; improve access to business development, educational, cultural, and recreational opportunities and amenities to the economically disadvantaged; in coordination with our community partners, market and deliver world-class recreational opportunities; and enhance funding for Library programs and various life-long-learning opportunities for our residents and visitors.
The Office of Economic and Small Business Development did not reserve these procurements for Small Business Enterprises under the Sheltered Market Program, or assign County Business Enterprise participation goals to the procurements based on the review of the products and services requested (Exhibit 2).
The Libraries Division launched a new Local Authors initiative this year and fiction titles from more than 20 writers have been added to the Library’s collection. This initiative supports local literary talent and is projected to grow to include other genres beyond fiction.
The Broward County Libraries Division seeks to purchase copyright materials and subscriptions for public use. Pursuant to Section 21.18 of the Procurement Code, "... supplies and services are exempted from this Code; however, they may be purchased by the Director of Purchasing, either competitively or non-competitively up to the Director of Purchasing's award authority...". The exemptions include, "Copyright materials purchased by the Library Division for public use" and "Subscriptions for library purchases only". In any given fiscal year, the purchase of these library materials may exceed the Director of Purchasing delegated award authority.
Motion A - The State of Florida Alternate Contract Source (ACS) No. 55101500-ACS-17-1 is based on the State of New York Contract (Group 2006) for Books and Non-Print Library Materials. The State's ACS Contract was awarded through a competitively bid process. The basis of award was to the responsive, responsible bidders offering a discount percentage utilizing the supplier's catalog. The Contract is currently in the initial term which will expire May 31, 2020. There are an additional two one-year renewals available under this Contract. By piggybacking the State's ACS Contract, Broward County serves to benefit from lower costs through large volume discounts. The County will also benefit from a reduction in administrative costs associated with solicitations for individual purchases, as well as a direct contractual relationship with suppliers, and the ability to select from catalog items for collections that meet the County's requirements.
Motion B - For exempt library materials and services that are not available from suppliers on the ACS Contract, a Qualified Vendors List (QVL) will be established. The QVL is a competitive solicitation that allows interested suppliers to submit their response to be included on the QVL. Once the QVL is established, the Libraries Division will have the ability to purchase exempt library materials and services directly from QVL suppliers based a competitive quotes from QVL suppliers.
All purchases for these library materials are contingent upon the Board's approval of the Libraries Division's annual budget. The annual estimated purchase amount for Fiscal Year 2019 is $6,700,000 (Exhibit 1).
The Purchasing Division has worked with the Libraries Division and determined these as the appropriate procurement processes for the purchase of exempt items of copyright materials and subscriptions for public use. |